The Next Steps for New Directors:
A focus on the Title I program timeline
for successful program implementation, evaluation
and planning for FY15
2014 Annual GCEL Conference
February 26-26, 2014
Savannah, GA Riverfront Marriott
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
Presenters
Grace McElveen
Georgia Department of Education
Title I Education Program Specialist
gmcelveen@doe.k12.ga.us
(912) 739-3652
Marijo Pitts-Sheffield
Georgia Department of Education
Title I Education Program Specialist
mpitts@doe.k12.ga.us
(912) 269-1216
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
So What Are the Next Steps?
• Tasks for the Title I, Part A programs can be divided
into three broad categories:
– FY14 Program Implementation (fall)
– FY14 Monitoring and Evaluation (winter)
– Planning for FY15 (early spring)
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
FY14 Program Implementation
• Provide ongoing technical assistance to Title I
schools (including participating private schools and
neglected and delinquent (N&D) facilities)
– Review expectations, monitoring procedures, inventory
requirements and other required documentation with
each principal and other staff as appropriate
– Review, provide feedback and approve the revised
schoolwide (SWP) and targeted assistance (TA) plans, as
well as, the revised parental involvement plans
– Monitor implementation of these plans
– Consult with participating private schools and N&D
facilities to insure TA plans are being implemented
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
FY14 Program Implementation
• The following tasks should have been completed by the
end of January:
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CLIP and LEA Implementation Plans approved
FLP plans approved and implementation begun
Annual Title I meeting for sharing program information must be
competed by end of October
All required parent notifications completed
Original school level and district budgets approved
Completion reports submitted
Carryover budget amendments and waiver submitted , if needed
Comparability reports completed with all schools comparable
Annual private school consultation notification letters
mailed
Corrective actions from monitoring or audit findings completed
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
FY14 Program Implementation
• Review the status of Title I, Part A and schoolwide
budgets, expenditures and internal controls
– Review district’s written operational procedures
for accuracy. Are they working? Modify, if necessary
– Provide training on operational procedures, internal
controls and revised inventory requirements with
appropriate staff as necessary
– Be sure all internal controls are being implemented
– Verify personnel on FY4 payrolls; remove positions not
filled; amend budget as necessary
– Meet at least quarterly with finance officer to review
expenditure details and budget status reports
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
FY14 Program Implementation
• Review of Title I, Part A and schoolwide budgets
– Document expenditures:
 Parental involvement set-aside expenditures
 Required professional learning expenditures - HIQ,
required set-aside for LEAs
 Homeless/neglected set-aside/expenditures
 Private school instructional per pupil /equitable services
 FLP expenditures - document aggressive recruitment
efforts
 Verify that expenditures are supplemental, based on
needs assessment and included in school level plans
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
FY14 Program Implementation
• Review of Title I, Part A and schoolwide budgets
(continued)
– If not complete, submit Amended Consolidated
Application budget to reflect any carryover or budget
changes as soon as possible
(Deadline for other FY14 Con App amendments May 15)
– Review schoolwide funding (Fund 400), if applicable, and
create schoolwide amendments as necessitated by
other program budget amendments
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
FY14 Program Implementation
• Review of Title I, Part A and Schoolwide Budgets
(continued)
– Estimate FY15 carryover for Title I, Part A
– If not expended in FY14, funds required to be set-aside
and budgeted for private schools, parental involvement,
and FLP programs will have to be budgeted as carryover
in FY15
– If needed, prepare to request a lesser amount for the FLP
set-aside once aggressive recruitment requirements have
been met and enrollment opportunities have been
offered to all students at the schools required to offer a
FLP program
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
FY14 Program Implementation
• Provide and document technical assistance to Title I
schools (including participating private schools and
neglected and delinquent (N&D) facilities)
– Review expectations, monitoring procedures, internal
controls, revised inventory requirements and the required
documentation with each principal and other staff as
appropriate
– Review, provide feedback and monitor the implementation
of schoolwide (SWP) and targeted assistance (TA) plans as
well as parental involvement plans
– Consult with participating private schools and N&D
facilities to insure TA plans are being implemented
appropriately
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
FY14 Program Implementation
• Provide and document technical assistance to Title I
schools (including participating private schools and
N&D facilities) (continued)
– Verify personnel’s work is allowable and matches
approved schedules in TA schools
– Review and approve the documentation of the selection
criteria/rank order lists of targeted assistance (TA)
programs
– Verify scheduling models are appropriate for TA schools
– Review expenditures to ensure services and expenditures
are supplemental and match TA/SW plans and budgets
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
FY14 Program Implementation
• Provide and document technical assistance to Title I
schools (including participating private schools and
N & D facilities) (continued)
– Obtain documentation that all required parent notifications have
been sent home as appropriate (Have a systematic process or
procedures in place to monitor this)
– Obtain evidence that resources are being used to serve only
eligible students, their teachers and their parents in TA and
participating private schools
– Verify Title I personnel’s non-instructional duties do not exceed
other personnel (applies to targeted assistance programs)
– Continue collaboration with private schools regarding equitable
services
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
FY14 Program Implementation
• Verify that the professional learning activities have
been scheduled and are aligned with identified
needs
• Monitor FLP program to maintain documentation for
on-site monitoring
• Maintain files on complaints and complaint
resolutions - See Web site:
http://public.doe.k12.ga.us/tss_title.aspx
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
FY14 Program Implementation
• Review and revise written inventory procedures to
insure inventory procedures are compliant
– On-site Title I inventory check – Include the participating private
schools, N&D facilities, Title I schools and the central office
– Inventories are completed with all required elements and are up-to-date
and on file in Title I Director’s office-have verification sign-off signatures
with dates of inventory review
– Any pilferable item must also be included on the inventory and
accounted for if monitored
– Disposition of property is up-to-date with a written local inventory and
disposition policy, meeting federal guidelines, on file
– An equipment use plan is on file at TA schools and in the Title I office
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
FY14 Ongoing Program
Monitoring and Evaluation
•
Title I Director’s monitoring plan can monitor the
overall district school improvement process
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Each school submits a school improvement plan, or Title I SW/TA
plan, parental involvement plan, professional development plan,
and a budget .……all should be based on the local annual needs
assessment, coordinated, integrated
• Title I Director continuously monitors the
implementation of all these plans/budgets, reviews
data and academic status, and monitors the FLP
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By monitoring the overall district’s school improvement process, the
Title I Director’s daily responsibilities become job embedded
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
FY14 Ongoing Program
Monitoring and Evaluation
• Monitoring is not an event….it is about how the Title I
director effectively implements and supervises the
programs to ensure compliance —it is job embedded
• Use job-embedded monitoring of the schools and the
district to become a more effective Title I Director
• Create working files in the fall to organize the
documentation
• Establish clear, systematic expectations, procedures and
required documentation for LEA/school program
monitoring and evaluation- include stakeholders at all
levels. Set deadlines for submitting documentation
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
FY14 Ongoing Program
Monitoring and Evaluation
• Complete an in depth review of budget expenditures
and budget status for the district and each Title I school,
including private schools and N&D facilities
• Collect detailed monthly time logs for split-funded
personnel and “after-the-fact” periodic surveys (2) for
full time Title I (all federally paid) employees
• Make payroll adjustments if needed. Refer to OMB
Circular A-87 and 2 CFR, Part 225 for specific guidance.
• Involve principals and other staff members in
preparation for the Georgia Department of Education
(GaDOE) cross-functional monitoring
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
FY14 Ongoing Program
Monitoring and Evaluation
• If no cross-functional on-site monitoring visit is
scheduled in FY14, complete self-monitoring
document provided by the GaDOE:
– It does not matter if GaDOE is coming or not, your job and that of
the other staff remain the same
– Documentation must be gathered and organized for financial
auditors (if requested)
– Submit self-monitoring document to the GaDOE by May 15
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
FY14 Ongoing Program
Monitoring and Evaluation
• Ongoing Evaluation - How do you know the programs
are working?
• Conduct written comprehensive systematic program
evaluations and needs assessments- Is each program
addressing the identified needs? How do you know?
Schoolwide programs
Private school programs
Professional learning activities
N & D programs
Targeted assistance programs
Parent involvement programs
Flexible Learning Programs
• If you can not determine program effectiveness, make
a change.
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
Planning for FY15
• Review the Implementing Title I in Georgia Schools:
FY14 A Handbook for Title I Directors, Standards,
Assessments and Accountability and any new
guidance issued by the U.S. Department of Education
• Review program evaluations with both school level
and appropriate district level administrators
• Analyze 2014 system and school data reports when
available
• Assist with school improvement planning for Priority
Schools, Focus Schools, Alert Schools, Reward Schools
and Performance Flag systems if required
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
Planning for FY15
• Notify principals and assist in planning for Choice and
Flexible Learning Program Plans, if required
• Involve parents in the annual needs assessment, program
evaluation, and all program planning(CLIP, SWP/TA plans,
FLP plans and parental involvement plans)
• Conduct parent surveys and analyze/summarize data
• Schedule annual spring planning meetings with parents and
staff – document with detailed agendas and sign in sheets
• Review/revise schoolwide and targeted assistance plans,
parent involvement plans and compacts based on
evaluations/feedback
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
Planning for FY15
• Gather documentation for FY15 Con App
• File all source data NOW
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Enrollment by school (October, 2013-FY14)
Free/reduced meal data (October, 2013-FY14)
Pre-K poverty data (October 2013-FY14 or Local Data)
Private school/home study data if necessary
(October, 2013-FY14)
– Complete attendance area spreadsheet
– Complete “dry run” for comparability to identify any
potential issues
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
Planning for FY15
• Revise required plans
– Plans, directed at School Improvement Division of
GaDOE, include:
– Title I, Part A Schoolwide (SWP) or Targeted Assistance
Program (TAP) plans
– Title I, Part A Parental Involvement and Parent Engagement
plans
– Title I, Part A –ESEA Waiver Flexible Learning Program (FLP)
plan
– Title I, School Improvement 1003(a) School Improvement
plans and District Effectiveness plans
– Tile I School Improvement Grant (SIG) 1003(g)
– Title I, Part C – Migrant Education Plans.
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
Planning for FY15
• Revise schoolwide(SW)/targeted assistance(TA) plans
– Document stakeholder involvement
– Date revised plan – month, date and year
– Review progress of schools planning to become schoolwide in
FY14. Submit NEW FY15 schoolwide plans to GaDOE for
approval by April 30
– Check FY14 poverty status to determine if any school has a
greater than 75% poverty level and consequently must be
served in FY15
– Collaborate with LEA/school personnel regarding schools that
may be interested in beginning to plan for SW during FY15 to
begin in FY16 (submit intent letter before August 15, 2015)
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
Planning for FY15
• Private school participation
– Review Private School Guidance:
http://www.ed.gov/policy/elsec/guid/equitableserguidance.doc
– Review: Ensuring Equitable Services to Private School
Children – A Title I Resource Toolkit
http://www.ed.gov/programs/titleiparta/ps/titleitoolkit.pdf
– Review: Implementing Title I in Georgia Schools: FY 14 A
Handbook for Title I Directors, Section I, Page 22,
Participation of Children Enrolled in Private Schools
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
Planning for FY15
• Private school participation (continued)
– Planning for new private schools must begin in late fall
after initial consultation
– Continue on-going consultation with participating private
schools
– Services for private school students must begin at the same
time as services to public school students
– Collaborate with other federal programs and document with
agendas and sign-in sheets
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
Planning for FY15
• Private school participation (continued)
– Plan for and conduct FY14 private school evaluations
– Prior to August 30, 2014, attach on the Consolidated
Application attachment tab:
(1) the FY14 private school final evaluation results
(2) the FY14 private school affirmation of consultation forms
(3) the FY14 private school affirmation of equitable
participation forms
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
Planning for FY15
• Rank schools for FY15 plan to serve all schools
with poverty above 75%
• Collaborate with LEA personnel AND parents to
review and revise Comprehensive LEA Improvement
Plan (CLIP) and Implementation Plan for FY15
• Include revisions for FY15 collaborative plan for
migrant, English language learners, immigrants, atrisk, homeless, N&D, and early childhood students
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
Planning for FY15
• Collaborate with LEA personnel to make decisions
as to which schools will be served as Title I for FY15
• Collaborate with appropriate LEA personnel to plan
budgets for FY15 Title I, Part A budgets
• Items in budgets must be based on the annual
needs assessment and be included in the
schoolwide and targeted assistance plans
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
Planning for FY14
• Make plans to attend Annual Title I Statewide
Conference:
- Homeless Liaison Workshop: June 17, 2014
- Title I New Directors’ Workshop: June 18, 2014 (ending
after lunch with New Directors – June 18, 2014)
- Title Programs Conference: June 18, 2014 – 20, 2013
(Opening Session at 1:30 pm and ending at noon – June
20, 2014)
Registration information opens March 2014 on Title
programs Web site: http://www.gadoe.org/tss_title.aspx
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
Resources
• Implementing Title I in Georgia Schools: FY 14 A Handbook for
Title I Directors, A yearly timeline for implementing Title I
programs can be found on page 176-179 of this handbook.
http://www.gadoe.org/School-Improvement/FederalPrograms/Pages/Disadvantaged-Children.aspx
• SYSTEMIC FAMILY ENGAGEMENT: A Comprehensive Guide to
Implementing an Effective Title I Parental Involvement Program
http://www.gadoe.org/School-Improvement/FederalPrograms/Pages/Parent-Involvement-Compliance-Documents.aspx
• Federal Programs Web site: http://www.gadoe.org/SchoolImprovement/Federal-Programs/Pages/Disadvantaged-Children.aspx
• No Child Left Behind Act of 2001 Web site:
http://www.ed.gov/about/offices/list/oese/legislation.html
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
Additional Resource
• The Georgia Department of Education’s Consolidated
Calendar - (by date or by program)
Go to the Georgia Department of Education Web page to
access this information. It is under the Policy Department's
information.
Files have been posted to the portlet entitled Related
Information on the Policy Web page
http://www.gadoe.org/External-AffairsandPolicy/Policy/Documents/Consolidated%20Calendar.pdf
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
Title I Program Specialist
Contact Information
Area
Name
Office Telephone
Email
1
Robyn Planchard
(404) 463-3467
rplanchard@doe.k12.ga.us
2
Randy Phillips
(770) 334-8390
rphillips@doe.k12.ga.us
3
Anthony Threat
(706) 615-0545
athreat@doe.k12.ga.us
4
Evelyn Maddox
(404) 656-2045
emaddox@doe.k12.ga.us
5
Judy Alger
(229) 838-6037
julager@doe.k12.ga.us
6
Grace McElveen
(912) 334-0802
gmcelveen@doe.k12.ga.us
7
Jimmy Everson
(229) 723-2664
jeverson@doe.k12.ga.us
8
Marijo Pitts-Sheffield
(912) 269-1216
mpitts@doe.k12.ga.us
9
Kathy Pruett
(706) 540-8959
kpruett@doe.k12.ga.us
10
Elaine Dawsey
(478) 971-0114
edawsey@doe.k12.ga.us
11
Olufunke Osunkoya
(404) 656-2638
oosunkoya@doe.k12.ga.us
12
Bobby Trawick
(229) 246-1976
btrawick@doe.k12.ga.us
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org
Presenters
Grace McElveen
Georgia Department of Education
Title I Education Program Specialist
gmcelveen@doe.k12.ga.us
(912) 334-0802
Marijo Pitts-Sheffield
Georgia Department of Education
Title I Education Program Specialist
mpitts@doe.k12.ga.us
(912) 269-1216
Dr. John D. Barge, State School Superintendent
“Making Education Work for All Georgians”
www.gadoe.org